Presentation on theme: "Role of ERO in Summary Revision of Electoral Rolls"— Presentation transcript:
1Role of ERO in Summary Revision of Electoral Rolls 1
2What is an Electoral Roll? It is a listing of all those registered to vote in a Particular area
3General Introduction to Roll Revision Under Section 21, RPA 1950, Electoral Rolls are prepared or revised : On the basis of qualifying date i.e. First day of January of the Year (In this case 1st January 2013)ERO Role towards Roll revision process:Notify the Roll revision program in Form 5 (appended in RER, 1960)Publicize widely through advertisements, CEO's website etc.Provide minimum 15 and maximum 30 days for filing claims and objections (under rule 12 RER, 1960)Inquire the claims of all Forms 6,7,8,8A (under Rule 20 of RER,1960)ERO can suo-motu include/delete names which may have been inadvertently deleted/added respectively, in the Draft Roll during revision process (except during Continuous Updation), after following due procedure3
4TYPES OF REVISION Intensive Revision Summary Revision Partly intensive and partly summarySpecial summaryContinuous updation
5Publication of Draft Electoral Rolls ERO publishes the Roll in Draft by making copy available for inspection and displaying a notice in Form 5:At his office, within the ConstituencyAt place specified by him, if his office is outside the ConstituencyPDF format of Roll (only in text mode) is uploaded at CEO’s website in public domain on the same day of publishing the RollAt the notice board of the Polling Stations
6Safe custody of Copy of Roll published as Draft ERO prepares an authentic copy of Roll, each page ink signed by two assigned officers after the Roll is published as DraftAuthentic copy of Roll is kept with DEO and CEO for reference and record purposes.Publicity to Programme of Publication of Draft Electoral RollsProgramme of Draft publication is intimated in writing to all recognized political parties, local bodies, MPs, MLAs at least one week in advanceMass media like television, newspapers etc is used to publicize the sameAfter the Draft publication, a meeting of recognized political parties is called to request to scrutinize and provide their suggestions in a specified time period
7Free supply of copies of Draft Electoral Roll to Recognized Political parties ERO provides free of cost 2 copies of Roll to every recognized political partyOne soft PDF copy and one hard print copy of Rolls are shared with political parties as directed by ECISoft copy only indicates that photograph is available against the elector’s details but actual photograph is not included in the soft copy; hard copy contains the photographsCopies of electoral roll should be available for sale on payment of prescribed fees
8Forms of Claims and Objections Claims and Objections during RevisionFor an accurate and error-free Electoral Roll claims and objections are made for addition/deletion/ transposition/ correction of entries in the electoral rollsForms of Claims, Objections and CorrectionsThe applicants applying for addition/deletion/correction/transposition should fill the following FormsForm 6 – Inclusion of name (Service personnel to attach “Form of declaration”)Form 6A – Inclusion of name of overseas electorsForm 7 – Objection to addition/seeking deletion of nameForm 8 – Correction to a particular entryForm 8A – Transposition of name from one Part to another Part in same ACForm 8B - DeletionFacilitator asks each person to say one point in support of the topic8
9How are Forms of Claims and Objections Received? By ERO/AEROBy BLOBy designated officers at polling stations during summary revisionOther arrangements -On-linedrop boxescommon service centersSchool CollegesRWAsBy post directly to the concerned EROBulk Receipt – Not allowed except –From One person in the family for all family membersRWA for residents of ColonyBLA – Up to 10 forms per dayForm 8Form 6Form 8AForm 7Facilitator asks each person to say one point in support of the topic9
10Special Arrangements for Receipt of Forms If drop boxes are kept – arrangements for collection of forms from drop boxesIf RWAs or other NGOs are involved – Collection of forms from themArrangements for downloading all on-line forms on a daily basisCollection of forms from other sites fixed for deposit of forms like bank branches, post offices etc.Collection of forms from Common service centersAll forms should be acknowledged – by post, by sms, by
11Preliminary Checking of Forms It should be noted thatForm is not unsigned or without thumb impression (rule 17 of RER, 1960)No column in the Form is left blankAddress of previous registration should be given so that name can be deleted from the previous place of registrationEPIC number should be given if the applicant has an EPIC (Non EPIC holders of 25+ age-group should give a declaration in the Form as given in Annexure 5.7)Acknowledgement/receipt should be given to the applicant11
12Preliminary Checking of Form 6 Annexure 5.7 – For an Elector of 25 + age group not having an EPIC12
13Preliminary Checking of Form 6 Applicants shifting residence in the same Constituency should be guided to file application in Form 8A and not Form 6 for transposition of entryDetails of the immediate family members (father, mother, husband, siblings) already enrolled in the current Rolls should be indicated for applicants applying for the first time on attaining age 18 years.Date of birth and age should be indicated. Where age is not known, approximate age as on qualifying date should be writtenFor applicants between age years, name and relation should be checked with respect to the applicant’s family members already enrolled13
14Preliminary Checking of Form 7 and 8 Form should not be received without details of the objector and person objected to.The Form without complete details may be rejected under rule 17Form 8Forms should have the exact details of the entries to be corrected in Part IVThe applicant must attach the supporting documents wherever neededFacilitator asks each person to say one point in support of the topic14
15Handling the Forms Received Forms should be computerized as soon as they are received – adequate number of Data Entry Operators should be availableEvery DO and BLO should prepare Polling Station wise list of the entries in duplicate forclaims in Form 9objection to the inclusion of names in Form 10objection to particular details in Form 11applications for transposition in Form 11APolling Station wise lists are displayed on –Notice board of Polling StationNotice Board of EROWebsite of CEOHard Copies given to recognized Political Parties by EROAction Started by ERO for disposal of claims and objections only after publication in all of the above four methods is overThe Seven Clear days notice period is counted from the date when all the four methods of publication are over and personal notice has also been served15
16Disposal of Claims and Objections All Form 6 without particulars of previous EPIC and more than 25 years of age should be checked and confirmed that they are not enrolled in some other area. Use web-search on CEO website to check previous enrolment. Also run the de-duplication software to find possible duplicatesAll Forms 6 with previous EPIC details should be enrolled by informing the ERO of the previous area to delete the entry from that area and transfer the photo that concerned electorERO may refer applications (Form 6,7,8,8A) to the AERO for disposal in accordance with law and both ERO and AERO can get the details locally verified by the verifying officersERO may directly allow the entry in the Roll under rule 18 of RER, 1960, if he/she is satisfied with the details or may verify in case if doubt16
17Disposal of Claims and Objections An individual notice with date and time of hearing should be sent to the applicants in case of inquiry. The notice of hearing must be served on the applicant/objector and proof of service must be on recordIn case of a claim to the claimant – in Form 12 (annexure 5.12) appended to RER, 1960.In case of an objection to the inclusion of name, notice to objector – in Form 13 (annexure 5.13)In case of an objection to the, notice to the person objected to – Form 13 (Annexure 5.13)In case of objection to a particular or an entry – Form 15 (annexure 5.15)17
18Disposal of Claims and Objections Form 12 (Annexure 5.12)18
19Disposal of Claims and Objections Form 13 (Annexure 5.13)19
20Disposal of Claims and Objections Form 14 (Annexure 5.14)20
21Disposal of Claims and Objections Form 15 (Annexure 5.15)21
22Disposal of Claims and Objections – Verification by BLOs Know your BLO campaign - Names and Cell Phone numbers of BLOs must be put on –CEO WebsitePosters to be pasted in bank branches, ATMs etc.BLOs to visit the home of the applicant to verify the claim or objectionIf the house is found locked, the BLO should stick a sticker with his name and phone number on the door with request to call him back when the applicant returns homeBLO must sit at the polling station on a fixed day every week during the period of disposal of claims and objections and this day should be given wide publicitySpecial camps in residential colonies, slums, gram sabhas etc. with prior publicity
23Disposal of Claims and Objections Under clause (b) of Rule 16 RER 1960, ERO should draw up the program of hearing after a period of 7 clear days from the date when he received applications in his office.The ERO has power to require any claimant, objector, person objected to, to appear in person before him for clarification and sub-rule (3) of rule 20 of RER, 1960, ERO can ask the information on oath / affidavit.ERO should record the decisions with the reasons and should enter the decision just below the entries in the respective Forms 9,10,11, 11AList of applications accepted and rejected should be displayed on the notice board for any claim or objections Form 6, 7, 8 and 8AERO must send a copy of his decision to the applicant by post, by SMS and by23
24Disposal of Claims and Objections If the ERO is not satisfied of the age proof of the applicant even after the verification, he/she may take the evidence on oath of applicant as well as any member of familyForm 7 should be carefully scrutinized as they are not used to delete names of genuine electorsIn doubtful cases, in absence of the persons at home during verification, ERO should send an individual notice with a date and time of hearing either before ERO or AEROIn case of inconvenience in traveling hearing could be held at the village/taluka/zonal offices24
25Documentary Proof of Age No documentary proof of age is required if the age is obviously more that the age of eligibility. Documentary proof may be asked for only when age is borderline and can not be assessed by visual inspection of the applicantCertificate or mark-sheet of class 12, 10, 8 or 5; certificate of a sarpanch, councillor, ward member etc. are accepted as age proof
26Documentary proof of residence Documentary proof of residence may not be insisted if it is not available specially in case of homeless persons, tenants who have disputes with landlords, sex workers etc.In such cases the BLO or some other officers can verify by visiting the place of residence mentioned in the application form that the applicant actually lives there
27Supervision and Checks Chief Electoral Officer Superintendence, direction and Control of ElectionsUnder sub-Section (3) of Section 13 AA of RPA 1950DEOCoordinate and Supervise all work related to ElectionsEROTest checks quality of disposal of Forms 6,7,8, and 8A10% of Forms disposed by AEROsAERORandomly field verifies 1% ofentries in RollSupervisorVerify 5% of each of BLOs workBLOProper verification of Forms 6,7,8, and 8A27
28Appeal Against ERO's Decision ERO's decision can be appealed to Appellate Officer in Form of a memorandum under rule 23 of RER, 1960Appeal can be for the decisions under rule 20, 21 and 21A of RER onlyThe appeal cannot be considered if he has not availed himself of the right to be heard or make representation to the EROsOn receiving an appeal, the Appellate Officer would- check if the appeal is received in time. Time-barred appeals would be rejected- call for the records of the concerned ERO- give opportunity to ERO to be heardshall take the necessary actions and dispose the appeal in maximum 3 weeksThe changes made shall be considered from the date of decision takenERO to make the changes after the decision taken28
30Legal ProvisionsA new Section 20(A) has been added in Representation of the People Act 1950 after Section 20 by Representation of the People (Amendment) Act, This new Section provides that every citizen of India whose name is not included in the electoral roll, and who has not acquired the citizenship of any other country and who is absenting from his place of ordinary residence in India owing to his employment, education or otherwise outside India (whether temporarily or not) shall be entitled to have his name registered in the electoral roll in the constituency in which his place of residence in India as mentioned in his Passport is located
31Legal ProvisionsThe Government of India, Ministry of Law And Justice, Legislative Department has notified the consequential amendments to the relevant portions of the Registration of Electors Rules, 1960 vide Notification No. F.No. H-7(18)/98.-Leg.II (Vol. IV), dated 3rd February 2011Chief Electoral Officers have made a public notification envisaged in Rule 8A of Registration of Electors Rules, 1960.
32How can Overseas electors apply for enrollment Overseas electors can apply in form 6A –In person to the EROBy postOn-lineThe application should include a self attested copy of the passport showing the address in India and the relevant Visa pages
33Procedure by EROProvision has been made in the rules that in case of overseas electors all public notices shall also be published by the ERO in electronic gazette or the website of CEOERO can satisfy himself about the correctness of the particulars in form 6A by –Verification from original passport in case application in form 6A is submitted in personVerification by BLO from neighbors or family membersVerification from the concerned Passport Office
34Other Important Points Names of overseas electors are kept in the relevant part of the elector roll in the last section which is made only for overseas electorsOverseas electors can vote only in the concerned polling stationIdentity of overseas electors is verified only on the basis of their Passport. EPIC is not issued to themBLOs may be given form 6A to be distributed to family members of overseas electors in places where large number of people migrate overseas. Family members may be requested to send the form to their overseas family members and get filled forms back for enrollment
36GRAM/ WARD SABHAS BLOs read out the list of the following to the sabha - Addition of names- Deletion of names- Modification of names- Duplicate names- Details of the households with more than 10 votersThe reading is done with an order issued under the signature of the concerned EROThe following details are covered in the orderName of AC: ______________Courtesy:PartNo.Urban/RuralDate of GramSabha/ wardmeetingVenue ofMeetingTime ofName of the class IIofficer deputed byERO to attendDesignation ofclass II officerdeputed by EROto attend meetingContact numberof officerdeputedBLOs nameand contactnumberRemarks
37REPORTING THE MEETINGBLOs submit a report on completion of the meeting in the given formatReport by BLO of Reading of Electoral Roll of Part in Gram Sabha/Ward MeetingSr.NoName of Officer/ employee deputed by ERO to attend meetingAddress of place where electoral roll reading meeting was heldDate of meetingSerial number of part or parts of electoral roll/s read in the meetingNumber of persons who attended the meetingNumber of persons above 80 years of age in the rollNumber of families with more than 10 persons registered as voters in rollNumber of dead voters in rollNumber of shifted votersNumber of claims and objections received up till date of this meetings1234567891011a11b11c11d11e8A6ASignature of BLOName of BLODesignationPart No : AC Name:Signature of officer deputedName of OfficerDesignation of OfficerSignature of Talati/village revenue officerName of Talalti/ VROVillage/Sehra:Please note: This report is to be send directly to the Office of the concerned AERO, with a copy marked to the concerned ERO* List of names given in column 7,8,9,10 to be read out in the gram/ ward sabha
38Booth Level Agents (BLAs) BLAs are officers appointed by the political parties under the direction of Election Commission, to help BLOs in Electoral Roll Management – He should be a registered elector of that Polling Station with EPIC.InformsAppointsElection CommissionPolitical PartyBooth Level AgentsDuties- Assists people in filing claim/objection properly- Remains present during the campaigns and help BLOs- Verifies and conducts survey of the dead and shifted electors- Is responsible if the survey is faulty- Cross check and verifies the electoral roll during meeting with BLO- Helps in continuous updating of the electoral rollAsk the participant the question given at the end of the chapter 11 of training module and help them get the answer3838
39Booth Level Volunteer (BLVs) BLVs are volunteers appointed by the DEO to help the BLO in doing his work. They may be office bearers of RWAs, members of NGOs etc.DutiesAssists people in filing claim/objection properlyVerifies and conducts survey of the dead and shifted electorsUnderstands and scrutinizes the Electoral Roll during meeting with BLOHelps continuous updating of the Electoral RollHelps in ensuring purity of electoral rollsHelps in SVEEP programme
41Database StructureElectoral Rolls are computerized i.e. maintained in a relational database organized into tables prescribed by ECIDatabase is stored in two set of tables:Control Table (Master Tables) - Defines relationship between Electoral units such as Parliamentary constituencies, Assembly Constituencies, Parts, Sections and administrative unitsElector Details Table – Provides details of the electorsDatabase is updated during every revision process
42Control TablesThree tables which define the relationship between Districts, Assembly Constituencies and Parliamentary Constituencies.PC_LISTList of PCs3 TablesAC_LISTList of ACsDistrictsList of Districts
43Linking AC with Districts 215District 2433921564District 178Boundaries LEGENDSDistrictPCACPart
44Control Tables Four tables to provide details of Polling Stations, Parts and Sections.NewPartListParts in ACsPSBuildingsPolling Station Locations4 TablesPS_AUXYList & Details of Auxiliary Polling StationsSEC_DETAILSections within the area corresponding to Part
45List of Development Blocks Control TablesTen tables which list administrative units and their relationship with each otherList of sub-divisionsSUBDIVSTEHSILSList of TehsilsPOST_OFFList of Post OfficesList of towns administered by Municipal Corporation /Municipality /Notified Area CouncilsNNNPOLICEST8TablesList of Police StationVILLAGESPANCHAYATList of PanchayatsBLOCKSList of VillagesList of Development Blocks
47Electoral Roll Management System It’s a Windows based application developed for using web services as a data retrieval technique.It covers the entire process of Electoral Roll preparation in the states from electoral roll revision, data management process, electors’ registration, correction and data modification to final publication of Electoral Roll and preparation of Electors Photo Identity Card (EPIC).It also has some additional tools for providing citizen services i.e. search facility, voter slip and tracking current status of your application.
48Key Features of ECI’s ERMS (1) Each and every application (Form 6/7/8/8A and 6A) received is digitized.Separate database is used to keep the data of Form 6, 7, 8, 8A and 6A.Only ERO/AEROs have write permission on the main electoral roll database and i.e. secured by ‘Digital Signatures’.Provision to print check lists for EROs/AEROs and BLOs at various levels.Facility to crop uploaded images if needed for better alignment.
49Key Features of ECI’s ERMS (2) EPIC printing is done as specified by the Commission that includes EPIC dimensions as well.Various MIS reports are incorporated as specified by the Commission.Photographs used in the software as a binary data.Date format used in the various modules is dd/mm/yy complaint.A facility to sort voter list using House No that may be customized State wise.EPIC is printed using data of main electoral roll.
50Key Features of ECI’s ERMS (4) Facility to track each and every application using unique key number.Online search facility is available to search on the basis of name and EPIC No i.e. provided District and AC wise in English and vernacular.EPIC based search facility to generate voter slip on mobile.A tool to rationalization of polling stations is provided.Managing auxiliary polling station is incorporated.Facility to fill up online Form 6, 7, 8 and 8A using PGR website (Citizen Services).
51Door to door verification Architecture of ERMSState LevelSystemControl TableElectoral RollManaging Electoral Roll that includes insertion, deletion, updating and transposition within AC. And printing of Electoral Roll including one or multiple supplementary list.EROUploadedBulk ExportBLOsDoor to door verificationLocal MachineForm 6Form 7,8 & 8A= DatabaseElectors
52ERO / AERO ApplicationThis application is for the Elector Registration Officer to approve revisions made through ‘Summary Revision Data Upload Application’.Roles of EROAssign Enquiry Officer for each parts of the AC for each type of forms received i.e., Form6, Form7, Form8, Form8A.After BLO verification, this application is used for either approving / rejecting cases.Updating records in the main database of electoral roll.
53EPIC Preparation and Printing ERO can create EPIC for Electors using this application. The main functionalities of this application are : -To cross check and verify the data available at the server for EPIC generationAfter verification of data the EPIC can be generated for each elector in a pdf format.Provision to make duplicate EPIC.To generate MIS report on distribution.
54ReportsReport on Statistical Analysis in Format 1 to 8 analyzing EP Ratio, Sex Ratio, Age Cohorts etcReport on number of claims and objections received in Form 6, 6A, 7, 8 and 8A and percentage of claims and objections acceptedReport on deletions giving deletions based on Form 7 and suo-moto deletions separatelyReport on number of inclusions, deletions and net increase in number of Electors
55Statistical Analysis (A tool to improve the fidelity of the Roll)
56Purpose of Statistical Analysis To check statistically the purity of electoral rollsTo identify high focus category of electors for improvement in electoral rolls e.g. Youth, women etc.To identity high focus geographical areas for improvement of electoral rolls e.g. Urban areas, etc.
57What analysis is doneElector Population ratio – The Ratio of electors to total population should be equal to the ratio of 18+ population to total population. For this purpose the population projected to the current year needs to be calculated from published census population and the multiplication factor based on decadal growth rateSex Ratio – Sex ratio of electoral roll should be the same as sex ratio of population as published in the censusAge Cohorts – The number of persons in a particular age group should match the umber of electors in that age group. For this purpose the age group wise population is calculated on the basis of census dataEPIC and photo coverage – EPIC and photo coverage should be for 100% electors in the electoral roll
58What are the pitfalls and precautions Statistical analysis is only a tool. Actual addition or deletion should be done only by following the procedure given in the Registration of Electors Rules, 1960 and not based on statistical analysisThere can be many artifacts in the data e.g. there is heaping of numbers in ages with whole numbers. People tend to give their names as approximately 20 or 30 rather than 19 or 31Deviations from the expected in statistical analysis may be explainable by local factors e.g. in-migration or out-migration etc.
59Statistical Analysis at Poling Stations Population at polling station should be taken from actual door to door survey at least in the election year and should be kept updated at all times by BLOBLO should maintain a register (BLO register) and statistical analysis should be a part of BLO register
60When should statistical analysis be done As pre-revision exercise to determine categories of voters and areas for special focusInformation in format 1 to 8 must be sent along with justification for observed deviations to ECI when seeking permission for final publication of rollsFor making the action plan for SVEEP